TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
TURKS AND CAICOS ISLANDS GOVERNMENT
POLICY GUIDELINES FOR OFFICIAL AIR TRAVEL BY MINISTERS, MEMBERS OF THE HOUSE OF ASSEMBLY AND GOVERNMENT & STATUTORY BODIES OFFICERS
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
Premier’s Circular Issue Date: 31 May 2013 Review Date: 06 June 2013 Cabinet Action Minute No. 13/191 Paper No.13/154 TITLE GUIDELINES FOR OFFICIAL AIR TRAVEL BY MINISTERS, MEMBERS OF THE HOUSE OF ASSEMBLY AND GOVERNMENT OFFICERS POLICY The Government requires Ministries, Departments and other public bodies and public sector agencies to exercise the strictest economy and accountability in relation to publicly funded domestic or overseas air travel, and to ensure that such expenditure realizes tangible benefits for the Turks and Caicos Islands. In displacing an Officer to an overseas country to conduct the affairs of the Country, Government have a responsibility (within financial reasons) to ensure that the Officer does not have to expend his /her personal resources to meet basic needs such as accommodation and transportation. Likewise, Government must ensure that there is sufficient justification for the travel, the Government attains value for money and the Officer does not financially benefit by retaining surplus DSA. Accounting Officers must: 1. Ensure that travel and travel expenditure is properly controlled and accounted for, including appropriate justifications for the travel and adequate public disclosure of the full cost of travel undertaken by Ministers, members of The House of Assembly and specified Government Officers; 2. Ensure the most economical travel arrangements possible and apply the principle of “value for money” and “Best Fare of the Day”; and 3. Ensure that the Government’s interests, particularly in relation to attracting convention business and trade opportunities, are promoted when Government Officers travel overseas. 2|Page
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
Ministers, members of The House of Assembly and Public Officers undertaking domestic or overseas travel must comply with the guidelines contained in this policy. In relation to overseas travel, this includes ensuring that the Government’s overseas offices (in New York, Canada and United Kingdom) are informed of the proposed travel through the Premier’s Office. The Protocol Officer of the Premier’s Office should also be consulted for advice on protocol matters. As we build this great Nation, and establish appropriate policies and protocols, we must do so recognizing and paying homage to the Senior Political and Administrative Offices of Government, taking precaution to continue to uphold these offices and not permit the standards of the Office to degenerate. BACKGROUND The Guidelines for Official Air Travel by Ministers, members of The House of Assembly and Government Officers covers the following matters: 1. Overseas Travel Reports. 2. Promoting the Turks and Caicos Islands, especially for conference travel, as a Tourism Destination, and Investment Opportunities. 3. Coordination of official overseas travel. 4. Class of Air-Travel. 5. Liaison and communication with overseas offices. 6. Daily Subsistence Allowance (DSA) which comprises the Government’s total contribution towards such charges as lodging, meals and transport costs to and from a place of lodging. The Guidelines are attached.
Rufus Ewing Dr. The Hon. Rufus W. Ewing Premier Turks and Caicos Islands
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
TABLE OF CONTENT 1. Interpretation………………………………………………………………………….5 2. General Provisions…………………………………………………………………..6 3. Air Travel……………………………………………………………………………...6 4. Criteria for Business Class Travel………………………………………………….7 5. Overseas Travel Approval…………………………………………………………..7 6. Domestic Air Travel Approval………………………………………………………8 7. Approval Procedures………………………………………………………………..8 8. Membership of Travel Facilities and Schemes…………………………………..9 9. Frequent Flyer Points……………………………………………………………….9 10. Ministerial Overseas Travel Reports………………………………………………9 11. Reporting……………………………………………………………………………..9 12. Monitoring of Travel………………………………………………………………...10 13. Promoting the Turks and Caicos Islands…………………………………………10 14. Liaison and Communication with Overseas Offices…………………………….10 15. Daily subsistence allowance (DSA) ………………………………………………11 16. ATTACHMENT 1 – International Travel Request Form…………………………13 17. ATTACHMENT 2 – TABLE 1: DSA FOR SENIOR GOVERNMENT OFFICIALS…………….……..17 18. ATTACHMENT 3 Claim / Retirement of Subsistence and Travelling Expenses……………………………………………………………19
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
*****Adopted from the Government of Western Australia Travel Policy Guideline****
GUIDELINES FOR OFFICIAL AIR TRAVEL BY MINISTERS, MEMBERS OF THE HOUSE OF ASSEMBLY AND GOVERNMENT OFFICERS
1. Interpretation 1.1.
“Official air travel” is any air travel by Ministers, Members of The House of Assembly or Government Officers pursuant to their duties as Ministers, Members of The House of Assembly or Public Officers, or where public monies are used to fund all or part of the travel.
1.2.
For the purposes of these Guidelines only, the term “Government Officers” is defined to mean:
1.2.1. Employees under the Public Service Ordinance 2012; 1.2.2. Statutory office holders; 1.2.3. Members of Government Tribunals, Boards and Committees; 1.2.4. Members of the Police Force; and 1.2.5. Other persons remunerated by and performing duties for or on behalf of a public body under the direction of the Governor or a Minister. 1.3.
“Judicial & Legal Officers” means Judges, Magistrates, Commissioner & Deputy Commissioner of Police, Deputy Attorney General, and Director of Public Prosecutions.
1.4.
“Best Fare of the Day” means the lowest fare that exists in the marketplace at the time of booking for the most direct route and for which a seat is available, that meets the business requirements of the traveler.
1.5.
“Domestic air travel” includes air travel between islands within the Turks and Caicos Islands.
1.6.
Government agencies that purchase air travel for non-Government travelers (eg. patients, students etc.) should follow similar guidelines to those presented here to ensure that the most economical travel arrangements are made.
1.7.
Incidental expenses, which are sometimes simply referred to as "incidentals," are costs that are incurred as part of daily life during business activities. Examples include taxi fare, roaming charges, and the cost for an Internet connection. Personal expenses, such as a haircut or purchase of clothing or toiletries, are not covered.
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
1.8.
“Members of The House of Assembly” means the members of the House of Assembly other than the Ministers and the Attorney General.
1.9.
“Transcontinental Travel” means travel which extends across a continent, and includes more than 6 hours of continuous flight time.
2. General Provisions 2.1.
These Guidelines apply to all Ministries and Departments of the Government and to all public bodies and agencies, of whatever description.
2.2.
Every effort must be taken to minimize the cost of travel and the number of officers travelling domestic or overseas on official business. As part of this, consideration should be given to whether or not attendance at meetings and conferences outside of the Islands is necessary. If so, the minimum number of officers should be sent.
2.3.
Where Government Officers or other persons are approved to accompany a Minister on official domestic or overseas air travel to assist in the performance of the Minister’s duties, the number of such officers or other persons is to be kept to a minimum.
2.4.
Generally, the number of persons travelling and the cost of travel should be minimized. Wherever possible, use of Central Video Conference facilities should be used in an effort to minimize travel and travel cost.
2.5.
No overseas air travel is to be undertaken unless it is demonstrated that such travel is essential to the furtherance of the Government’s interest and the resulting absence will not affect the daily functioning of the Ministry/Department/Agency.
2.6.
Attendance at domestic and overseas conferences and courses is not to be approved unless it is essential to the efficient performance of Government business and required to meet the established outcomes for a financial year. A logical case setting out these details should be incorporated within the request for travel proposal. Teleconferencing, videoconferencing and other advances in communications must be considered where cost effective as an alternative to domestic or overseas air travel.
PART I: APPROVAL AND REPORTING PROCESSES FOR OFFICIAL AIR TRAVEL
3. Air Travel 3.1.
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The Ministry of Finance (Finance) must seek to establish and manage a common use arrangement (call-off contract) and seek to establish agreements with airlines / travel agencies for the provision of special-to-government discounted airfares and services. Finance must coordinate and manage the procurement and disbursement
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
of airline tickets and travel agency services to the Government and public bodies, if more beneficial than terms obtained by those bodies. 3.2.
These discounted airfares are to be delivered to customers only through the travel management services of Finance. Care must be taken to prevent Officers using the name of the Government or a public body and common use arrangements to secure discounted rates from the airline for private travel.
3.3.
To achieve cost efficiencies, the “Best Fare of the Day” principle when choosing fares for official air travel must be used. To achieve equitable distribution of official air travel across domestic airlines thereby supporting the sustainability of air services within the Islands.
3.4.
All overseas travel should be by the most direct route.
3.5.
The choice of airline for official air travel must be based on the “Best Fare of the Day” principle, not traveler’s preference. This will enable all domestic airlines to have equal opportunity to access air travel business from the Government.
3.6.
Economy Class is to be used for all official domestic and overseas air travel, with the exceptions of persons holding the posts set out in paragraph 3.7.
3.7.
Business Class travel may be used for official air travel by the following categories of Senior Government Officials subject to the criteria as set out in paragraph 4:
3.7.1. Members of Cabinet, the Chief Justice, the Speaker of the House of Assembly, and the Leader of the Opposition.
4. Criteria for Business Class Travel 4.1.
For safety reasons a maximum of 4 persons holding a post within category 3.7.1 should not travel on the same international flight.
4.2.
Officers entitled to Business class travel are encouraged to choose a less expensive option.
5. Overseas Travel Approval 5.1.
All overseas air travel undertaken for the primary purpose of conducting official government business by Ministers and Members of The House of Assembly (on the recommendation of the designated Minister) must be approved by Cabinet subject to available funds on the recommendation of the Premier.
5.2.
All overseas air travel by Government Officers must be approved by the Accounting Officer or Chief Executive Officer in respect of statutory bodies subject to available funds and should be supported by a case detailing the connection between the officer’s duties and the travel.
5.3.
All overseas air travel by Chairman and CEO of Statutory Bodies offices will be approved subject to available funds by their respective Boards supported by a case
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
detailing the connection between the officer’s duties and the travel. For those public bodies or Department which are the responsibility of the Governor or a Minister, the Governor or relevant Minister must be notified in writing at least 2 weeks in advance of the date of travel, outlining the purpose of the trip and the potential benefits to be realized. 5.4.
The Governor, Premier, Minister or Permanent Secretary will indicate on the Travel Request form whether a post travel report is required. If so required, such a report is to be submitted within two weeks of the completion of travel and detail the benefits to the Turks and Caicos Islands arising from the travel.
6. Domestic Air Travel Approval 6.1.
Subject to their respective internal accountability procedures, Members of Cabinet, Judicial and Legal Officers, Government Officers and employees of Statutory Bodies may undertake domestic air travel subject to available funds under their own authority having regard for the general principles contained in these guidelines including minimizing costs and justifying the travel in the context of their public sector responsibilities.
7. Standards and Approval Procedures 7.1.
Timely and efficient travel approval procedures must be instituted to take advantage wherever possible of advance purchase discounted fares.
7.2.
Any private travel undertaken as part of travel for Government business must be declared and included in the itinerary which is retained as a matter of record.
7.3.
In accordance with section 87 of the Code of Conduct for Persons in Public Life When Ministers [or Government Officers travel] on official business, their travel expenses should be borne by the ministry. Offers of free travel should not normally be accepted. The only exception to this is in the case of an offer of transport from an overseas government provided no undue obligation is created.
7.4.
The purchase of full economy fares should only be made when: No discounted air tickets are available under the “Best Fare of the Day� principle (which includes a consideration of business requirements such as availability of discounts at the appropriate time of day).
7.5.
Requests seeking approval to travel are to be submitted in sufficient time (at least two weeks prior to travel) to allow consideration and approval.
7.6.
There may be instances where the agreed notice of a request to travel is not possible and approval may still be granted at the discretion of the delegated authority depending on the circumstances of the request and the necessity of the travel.
7.7.
The approval should indicate whether a report is required to be submitted when the officer returns.
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
7.8.
The prescribed form to seek approval to travel is included as Attachment 1.
8. Membership of Travel Facilities and Schemes 8.1.
Access to airline lounge facilities, frequent flyer schemes or similar loyalty programs has the potential to influence the choice of airline for official travel and undermine the Best Fare of the Day principle. These facilities and schemes should therefore be used with discretion.
9. Frequent Flyer Points 9.1.
10. 10.1.
Consistent with the principle of not using public expenditure for private advantage, frequent flyer points or benefits under other incentive or loyalty schemes accumulated in the course of official air travel must not be used for private purposes. They may be used only for further official purposes.
Ministerial Overseas Travel Reports Prior to departing on any overseas travel, Ministers and Government Officers shall announce through the GIS / press their plan to travel, which shall include but not limited to: a) the purpose of the meeting; b) Potential benefit to TCIG
10.2.
11.
Immediately upon return from an Overseas Official travel, Ministers may convene a press conference to discuss the outputs of their travel and submit an overseas travel report to the Premier and Cabinet, within two weeks of the completion of each trip.
Reporting
11.1.
When required, Government Officers must submit a trip report to their respective supervisor within two weeks of the completion of each trip.
11.2.
Where the officer is a member of a multi-party delegation or multiple officers attend one event, only one report is required, which shall be submitted by the Head of Delegation.
11.3.
Officers are not required to disclose in a report information gained in the course of travel that may have commercial or Cabinet in confidence implications.
11.4.
Officers engaged on official business involving legal or privacy concerns such as extraditions or witness transport are not required to submit reports.
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
11.5.
There is no requirement to publish or table reports in The House of Assembly, although it should be noted that they may be published without reference to the agency/individual providing the report.
11.6.
Where an agency/individual considers that a report or parts of a report contains information that should not be made public, this should be noted in the report including the reasons why the report or parts of the report should not otherwise be published.
12.
Monitoring of Travel
12.1.
A summary of overseas travel undertaken by the Governor, Premier, each Minister and Senior Government Officers and the Chairman and Chief Executive Officers of statutory bodies during the year must be published at the end of the financial year.
12.2.
Where an agency has not undertaken overseas travel during the year, a nil return will be submitted to the Office of the Premier.
12.3.
To ensure accuracy and accountability for the content of each agency’s summary, returns will be approved by each Ministry’s Accounting Officer and Finance Officer prior to submission to the Office of the Premier whom will be responsible to prepare and submit an information paper to Cabinet at the end of the financial year prior to publication. Responsibility for the accuracy and content of these returns lies with each Minister’s Office.
13.
Promoting the Turks and Caicos Islands
13.1.
14.
Government Officers undertaking travel overseas which includes attending a meeting or conference as a delegate or speaker are in a position to effectively promote the TCI as a future destination for similar conferences or meetings. If there financial implications, NO Commitment should be made without prior authorization by the relevant Accounting Officer.
Liaison and Communication with Overseas Offices
14.1.
To ensure proper coordination of the State’s interests and activities overseas it is important that the relevant overseas offices be kept informed of activities being undertaken in their regions by government agencies or Ministers. If your agency is travelling to a destination where there is a TCI International Office, then you should contact Office of the Premier on the first instance. Subsequent contact can be made directly with the Overseas Offices.
14.2.
When planning overseas ministerial visits, a request should be made in the first instance to the Premier’s Office (Protocol Unit) to facilitate protocol arrangement. In doing so, it is necessary to provide an outline travel itinerary prior to departure giving flights and accommodation, Passport Number, and Date of Birth, in order to arrange the necessary protocols at the destination or transit airports, and also so that overseas posts and the host country can be informed.
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
14.3.
15.
In instances whereby external Protocol arrangements have a financial cost, the cost for the same would have to be approved by the Accounting Officer of responsible Ministry and paid in advance of travel.
Daily Subsistence Allowance (DSA)
15.1.
Daily Subsistence Allowance (DSA) comprises TCIG total and maximum contribution towards such charges as lodging, meals, transport cost from place of lodging (duty station) to the first place of official business, and vice versa, and other payments made for personal services rendered. DSA shall be paid for periods away from the duty station, during which the staff member is on official travel status. Such periods include authorized travel time and rest stopovers. DSA shall be paid in accordance with the schedule of rates established in Attachment 2 below which shall be subject to periodic review.
15.2.
For travelling outside TCI, the DSA is provided as an advance, which is accountable for immediately the minister, member of the House or officer returns to their duty station and no such advance may be drawn whilst any portion of a similar advance is outstanding.
15.3.
The Financial Managers in each Ministry and public body must maintain a DSA Register, to indicate the amount of DSA issued, surplus recouped by TCIG and submit the details to the Ministry of Finance regularly by the 15th of each month.
15.4.
All expenses and out of pocket costs must be documented and receipts kept and settled upon return to office. If costs are lower than the advance then the excess must be repaid to the Treasury. Claims cannot be made for expenditures over and above the issued DSA.
15.5.
Government funds should not be used for personal indulgence. However, it is recognized that at times occasions may warrant the consumption of an alcoholic beverage. Consequently, TCIG will honor the consumption of ONE alcoholic beverage with EACH Meal (excluding breakfast). With the exception when there is a special planned cocktail function hosted and funded by TCIG, approved in advance of travel.
15.6.
If claims are made in respect of hospitality offered to third parties these must be stated in advance of the travel wherever possible; this claim should be paid from the international hosting vote, if available.
15.7.
Incidental items should normally include reasonable costs of use of business facilities at hotels. That is, claims can be made for internet use (unless included in room rate), phone cards and roaming charges -unless roaming is paid by TCIG.
15.8.
Within 21 days of return to their base, All Ministers, Government Officers and employees of public bodies are required to submit their expense claim and receipts or credit card statements (for some expenses) to the Accounting Officer that will be compared to the original DSA awarded. The form for submission of claims and retirement of travel subsistence is set out as Attachment 3.
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
15.9.
It is the responsibility of All Ministers, Government Officers and employees of public bodies to ensure prompt submission of ALL receipt and any surplus balance from the DSA are repaid. If a travel claim is not submitted to the Accounting Officer within 21 days of return, the Accounting Officer shall notify / remind the Officer that the claim has not been made and that failure to provide receipts and make the necessary payment to Government or the relevant public body of the unused amount of the DSA, would result in the full DSA where no return has been made or the unaccounted for portion of the DSA amount being deducted from their next salary. Where any portion of a DSA advanced remains unaccounted for or has not been repaid, the relevant Officer would not be entitled to receive a subsequent DSA. Although, the Officer would not be prevented from business travel. A similar procedure must be applied in all public bodies.
15.10.
A tipping / gratuity charge of up to 15% of the cost of a service may be incurred by an Officer. This charge must be reflected on the receipt in order to account as DSA used. Any gratuity above the aforementioned percentage or not included as part of the receipt would be recouped by the Government.
15.11.
Governor, Premier, Ministers and Senior Government Officials are only entitled to 25% of their DSA if the trip is being sponsored and the sponsorship covers accommodation. For example, if a trip by a Minister or a Government Official to Trinidad is being sponsored by an external agency such as CARICOM, then TCIG will only advance: a) 25% of $500/day for those persons in category 3.7 = $125 / day; b) $75/day for Government Officers plus $100 for Transportation. A claim must be submitted upon return with valid receipts for incidental cost incurred during the trip. Receipts are not required in the case of TCI local travel where the officer stays in a local hotel or in a private residence, in all other cases, receipts are required to be kept and submitted after travel.
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
ATTACHMENT 1
INTERNATIONAL TRAVEL REQUEST FORM Instructions: To be filled for all INTERNATIONAL travel request To be submitted to MOF at least two weeks before travel No travel expenditure commitments are to be entered into until approval has been obtained from MOF Non Compliance of any of the above and of the TCIG Policy Guidelines for Official Air Travel will be regarded as contravention of public financial management procedures and will be sanctioned. DETAILS OF TRAVEL request: Ministry/Department/Agency:
Officer’s Name & Designation:
Dates of Travel:
Duration of Trip:
Destinations: (indicate Cities and States/Countries) Purpose of Trip:
Benefits to TCIG:
Class of Travel:
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B=Business
E=Economy
O=Other (eg.Charter)
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
INTERNATIONAL TRAVEL REQUEST FORM Instructions: To be filled for all INTERNATIONAL travel request To be submitted to MOF at least two weeks before travel No travel expenditure commitments are to be entered into until approval has been obtained from MOF Non Compliance of any of the above and of the TCIG Policy Guidelines for Official Air Travel will be regarded as contravention of public financial management procedures and will be sanctioned. BREAKDOWN OF COSTS & FUNDING SOURCE COST
FUNDING SOURCE
BUDGET ALLOCATION
TOTAL COMMITMENT TO DATE
AVAILABLE BALANCE
Air Fare Accommodation Registration Fee Daily Subsistence Allowance (DSA) Estimated Total Cost DETAILS OF ALL MEMBERS OF THE OFFICIAL PARTY No. Name Level 1 2 3 4
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Ministry/Department/Employer
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
INTERNATIONAL TRAVEL REQUEST FORM Instructions: To be filled for all INTERNATIONAL travel request To be submitted to MOF at least two weeks before travel No travel expenditure commitments are to be entered into until approval has been obtained from MOF Non Compliance of any of the above and of the TCIG Policy Guidelines for Official Air Travel will be regarded as contravention of public financial management procedures and will be sanctioned. REVIEW AND APPROVAL
Endorsed Not Endorsed Comments: _____________________________________________________ ________________________________________ _____________________ Accounting Officer
Date
Recommended Not Recommended Comments: _____________________________________________________
________________________________________ _____________________ Permanent Secretary, Finance
Date
Approved Not Approved Comments: _____________________________________________________
________________________________________ _____________________ Chief Finance Officer (CFO) TCIG-TRAV REQ 2014-01
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Date
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
Attachment 2: TABLE 1: DSA FOR SENIOR GOVERNMENT OFFICIALS Country / Categories Max DSA & Incidentals (Room & Taxes, Meals, Region transportation) THE CARIBBEAN AND LATIN AMERICA
THE USA AND CANADA
EUROPE AND REST OF THE WORLD
TCI HOTEL
TCI PRIVATE
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Governor/ Premier/ Chief Justice / Speaker of the House Deputy Governor / Deputy Premier
$800/ overnight
Ministers / Members of The House of Assembly / AG Permanent Secretaries/ Deputy Secretaries / Deputy AG/ CEO Statutory Bodies, Judicial & Legal Officers, HR Director and Directors of the Governor’s Office and Deputy Governor’s Office, Chairman and CEO / Directors of statutory bodies Governor/ Premier/ Chief Justice / Speaker of the House Deputy Governor / Deputy Premier
$500/overnight
Ministers / Members of The House of Assembly / AG Permanent Secretaries/ Deputy Secretaries / Deputy AG/ CEO Statutory Bodies, Judicial & Legal Officers, HR Director and Directors of the Governor’s Office and Deputy Governor’s Office, Chairman and CEO / Directors of statutory bodies Governor/ Premier/ Chief Justice / Speaker of the House Deputy Governor / Deputy Premier Ministers / Members of The House of Assembly / AG Permanent Secretaries/ Deputy Secretaries / Deputy AG/ CEO Statutory Bodies, Judicial & Legal Officers, HR Director and Directors of the Governor’s Office and Deputy Governor’s Office, Chairman and CEO / Directors of statutory bodies
$700/overnight
ALL Senior Government Officials
$230.00 / overnight to be paid directly to hotel)
$25 (5-12 hrs)***
$50.00 /overnight (to be paid directly to Officers towards cost of stay)***
$25 (5-12 hrs) ***
ALL Senior Government Officials
$600 / overnight
$400/overnight
$1,000/overnight $800/overnight
$500/overnight
$1300/overnight $800/overnight $700/overnight
$500/overnight
$50(12-24 hrs)***
$50(12-24 hrs)***
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
TABLE 2: DSA FOR OTHER GOVERNMENT OFFICIALS Country / Room & Taxes Meals Transportation Incidentals Region THE CARIBBEAN AND LATIN AMERICA
$250.00/overnight
THE USA AND CANADA
$250.00/overnight
EUROPE AND REST OF THE WORLD
$300.00/overnight
TCI HOTEL
$230.00/overnight
$75.00/day/per 24 hrs
$100*
$50**
$150*
$50**
$200*
$50**
$40 (5-12 hrs) $75.00/day/per 24 hrs $40 (5-12 hrs) $150/day $75 (5-12 hrs) $50 (12-24 hrs)*** $25 (5-12 hrs)*** $50 (12-24 hrs)***
TCI PRIVATE
$50.00/overnight*** $25 (5-12 hrs) ***
* payment Per trip ** Incidental cost will not be paid in advance of travel. Individuals are expected to provide receipts and recouped cost incurred upon return for incidentals cost such as roaming charges, internet charges etc *** daily flat rate to be awarded (no receipt is necessary)
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TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
Attachment 3:
CLAIM / RETIREMENT OF TRAVEL SUBSISTENCE ADVANCE FORM DETAILS OF OFFICER: Ministry/Department/Agency: Officer’s Name & Designation: DAIRY OF TRAVEL Date
From
To
By
CLAIM / RETIREMENT $ DAILY SUBSISTENCE ALLOWANCE (DSA) Accommodation Costs as per attached receipts Meals and Incidentals as per attached receipts
TRAVEL Public transport costs including buses and taxis as per attached receipts TOTAL AMOUNT SPENT LESS ADVANCE PREVIOUSLY PAID - DATE _____/______/_________
NET CLAIM / RETIREMENT
I ................................................................................... certify that the information submitted above is 18 | P a g e
TCIG Policy Guideline for Official Air travel by Ministers, Members of The House of Assembly and Government & Statutory Bodies Officers
CLAIM / RETIREMENT OF TRAVEL SUBSISTENCE ADVANCE FORM in respect of expenses actually and necessarily incurred in connection with my travelling on duty and that this amount claimed or retired takes into account all advances made to me in this connection.
________________________________________ _______________________ Signature of Officer
Date
TO BE FILLED BY HEAD OF DEPARTMENT / FINANCE MANAGER Account Code Amount $ Accommodation Travel Daily Subsistence Allowance (DSA) CERTIFICATE
I certify that above is correct and the amount of $.......................... is due to / payable by ........................................................(name of person or TCIG) for expenses incurred / balance from DSA Advanced during official government business.
________________________________________ _____________________ Head of Department / Finance Manager
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Date